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Executive Assistant

Position Summary

The Executive Assistant will support Partners with day-to-day administrative functions, and act as back-up for the administration team, assisting with reception coverage and various projects with individuals at all levels of the organization.

Responsibilities include:

  • Coordinate complex international travel booking, including the processing of international travel visas
  • Complete extensive expense reports
  • Screen incoming calls and correspondence and respond independently when possible
  • Compose and prepare confidential correspondence, reports, and other documents
  • Draft meeting minutes and prepare summaries for Partners
  • Research information using a variety of sources as needed
  • Manage calendars for multiple Partners and Directors
  • Schedule and organize complex activities such as internal and external meetings, travel and conferences
  • Track and renew licenses, memberships and credits
  • Maintain database of client contacts
  • Interact with individuals at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload
  • Act as general administrative contact for department staff, serve as the point person for all basic needs for the team.
  • Provide backup coverage for office reception desk when needed. (8:00AM-7:00PM)

Required Skills and Experience:

  • Bachelor or graduate degree
  • Minimum 4 years’ experience in an Executive Assistant capacity
  • Must be able to identify and resolve problems in a timely manner
  • Must be able to gather and analyze information skillfully
  • Proactive with a great attention to detail
  • Effective oral and written communication skills
  • Excellent interpersonal skills
  • Able to exhibit a high level of confidentiality
  • Excellent organizational skills
  • Be comfortable dealing with a diverse variety of people on the telephone, email and in-person, in a friendly, efficient and professional manner
  • Excellent computer skills, including Microsoft Office Suite
  • Knowledge of Concur expense reporting system
  • Skills in database management and record keeping
  • Experience in Architecture industry is a plus

Interested applicants should submit their resume here.

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